Top Tips for Writing Safeguarding Reports

In the main, schools are usually required to write a safeguarding report for one of two purposes - to provide details about the safety and well-being of a child known or thought to be at risk, or to update governance on safeguarding within the organisation. In this article, our Safeguarding Director Sam Preston looks at each type of report and shares her top tips for effective reporting.

Report on a child thought to be or at risk of harm

When writing this type of report it is essential to remember that the content will be a crucial tool for others to identify, assess and address potential risks of abuse, neglect, or exploitation.

In such circumstances you will be authoring the report for a readership perhaps not familiar with educational processes, so it is important to outline expectations e.g. academic progress, and avoid using acronyms and organisational specific terms e.g. SEND (Special Educational Needs and / or Disabilities), EPM (Education Plan Monitoring), FSM (Free School Meals). This is also important as some acronyms used by agencies may be the same but have very different meanings.

So, with that in mind, here are my top tips for writing this type of report:

Before you start writing

Identify the purpose of the report

• Determine the specific concerns and the type of safeguarding issue involved.
• Understand the legal and organisational requirements for reporting e.g. timescales for section 47 enquiry reports.

Gather information

• Collect relevant details about the individual involved, including their name, age, and any specific needs or vulnerabilities.
• Collate all documentation of any incidents, observations, or disclosures that have been raised as safeguarding concerns.
• Include dates, times, and locations of events, as well as names of individuals involved.

Once these steps have been taken it's time to ‘put pen to paper’…

Structure the report

1. Use a clear and concise format, such as headings and bullet points, to organise the information;
2. Start with a brief summary of the concerns and the individuals involved;
3. Provide a chronological account of the events or observations that led to the safeguarding concerns;
4. Include any relevant background information, such as the individual's history or current circumstances;
5. State any actions taken so far, intermediate action being taken and any recommendations for further action.

Write the report

1. Use factual and objective language;
2. Avoid speculation or using personal opinions however if stating an opinion, for example a personal reflection on how a child seems, be clear that it is presented as such and not as a fact;
3. As stated earlier, avoid all use of acronyms and organisation specific terms;
4. Focus on specific details and evidence to support the concerns;
5. Maintain confidentiality and adhere to any applicable data protection regulations. Whilst General Data Protection Regulation (GDPR) applies to safeguarding in the UK, it is important to understand that this is intended to ensure that personal information is processed fairly and lawfully. Article 9 of the UK GDPR allows the sharing of special category data when it is in the substantial public interest to safeguard children;
6. Ensure the report is accurate, legible, and dated / signed by the author.

Submit the report

1. Follow the appropriate reporting procedures and timescales within your organisation for internal reports or, if externally reporting, to meet external deadlines;
2. Place a copy of the report in your organisations child protection records.

Report to Update Governance

General reports on safeguarding to governance are usually made on an annual basis however they may also be requested following a serious incident, where governance will need to review and consider if policy and procedures require amendment. This type of report is usually made in the first instance to the Named Safeguarding Governor, who will in turn share the information with the governance board.

This type of report is an overview, designed to provide an overview of how the school is safeguarding its pupils and addressing potential risks. It should:

1. Report on compliance with relevant safeguarding legislation and policies.
2. Detail the school's current safeguarding and child protection practices, highlighting any new measures introduced since the submission of the last report.
3. Give an overview on staff competency including data on all child protection and safeguarding training.
4. Highlight, without identifying individual pupils or families, any concerns or incidents that have occurred. This enables governance to gain a clear picture of the key safeguarding areas affecting the school environment and write policy to direct practice to meet emerging need e.g. a rise in child-on-child abuse may prompt a review of safeguarding and behaviour policies and procedures.
5. Detail actions taken to protect pupils' welfare, which should also include information on the number and types incidents where the use of force and / or restraint has been deemed necessary. This is now a legal requirement.
6. Include any recommendations on improving practice for consideration.

Safeguarding reporting is a key element of practice. From safeguarding children, to contributing to developing and maintaining best practice, effective reporting is essential.

Sam Preston

SSS Learning Safeguarding Director

24 February 2025